Table of Contents Click on Titles to be taken directly to that section

Transcription

1 Table of Contents Click on Titles to be taken directly to that section T & E Dashboard/Create Expense Report (ER). 1 Add Expense Items. 2 3 Comments/Attachments (at item level) Error View/Correct (at item level)... 6 Enter Budgets Individual Item on single or multiple budgets... 8 Mass Edit (two items or more) on single or multiple budgets 13 Add Additional Expense Item or Resume Completing ER Traveler/Claimant Trip Details Trip Name.. 22 Traveler Type/Name...23 Personal Travel..25 Purpose of Trip 26 Address/Check Delivery Information.27 Submit ER Print Version and Receipts

2 From your T & E (Travel & Expense) Dashboard Click Expense Report (ER) 1

3 Choose an expense item from Add Item tab 2

4 Enter payment Date (defaults to current date) Choose Paid By option from drop down menu Enter expense Amount Enter item Description (defaults to item type) TIP Required fields vary for individual items 3

5 Click Comment icon to add relevant comments for this expense 4

6 Click Attachment icon to attach E receipts if applicable 5

7 Click Done to view and correct errors for this expense item 6

8 Options for entering budget information: 1. Click Edit to complete single or multiple budget information for an individual item 2. Click Mass Edit to complete single or multiple budget information for several items 7

9 By clicking on Edit, the Accounting by Line Item box will appear For individual item: on a single budget enter Budget Number or choose from drop down menu on multiple budgets click on Split Accounting Click Done to continue If applicable, include task, option, project codes (PCA codes) 8

10 When using Split Accounting: Choose Percentage or Amount from Split By option menu TIP Quantity option is NOT applicable to Travel Split By defaults to percentage calculation 9

11 Enter Budget Numbers or choose from drop down menu Enter amounts or percentages in Split Amount fields If applicable, include task, option, project codes (PCA codes) 10

12 For more than two budgets click Add Split 11

13 Click Update to view allocated amounts Click Done Or Click Cancel 12

14 A Mass Edit can only be done after all items have been entered A Mass Edit may be performed on ALL items or on two or more items 13

15 1. To use Mass Edit on ALL items using single or multiple budgets, highlight one item by placing cursor anywhere on item row 2. Click Mass Edit 3. Click OK to perform Mass Edit on ALL items 14

16 For Mass Edit of select items Use Shift Click to select adjacent items Use Ctrl Click to select non adjacent items Click Mass Edit 15

17 For single budget enter Budget Number or choose from drop down menu, then click Next to continue For multiple budgets click on Edit/Split Accounting TIP Mass Edit can only be split by percentage If applicable, include task, option, project codes (PCA codes) 16

18 Enter budget numbers or use drop down menu 2. Use Add Split for more than two budgets 3. Enter percentage splits for all budgets 4. Click OK when all budgets and percentages have been entered 17

19 Click Update to view allocations of budgets Click OK when done 18

20 Click Next to review charges 19

21 Click Prev to return to editing budgets Click Done to resume completing ER or Cancel 20

22 Add another item OR click Continue to resume completing ER 21

23 SUMMARY TIPS Summary information can be entered at any time Travel Profiles can be used to auto populate UW employee traveler details Create and enter Trip Name using identifiers for search purposes TIPS Trip Name is the same as ER title and defaults to date of entry useful identifiers may include budget number, project name, etc. 22

24 Choose Type of Traveler using drop down menu 23

25 Enter Traveler/Claimant name TIPS UW employees type last names first OR use drop down menu Claimant is individual who paid expenses on behalf of another Traveler/Claimant defaults to preparer s name 24

26 If Personal Time Taken is Yes, enter dates, times, and locations in Personal Time Description box 25

27 Enter dates, locations, and trip purpose in Purpose of Trip box 26

28 Complete Traveler Address and Check Delivery information TIP Travel Profiles may be completed in advance to auto populate these fields for UW employees (see Travel Profile on T & E Dashboard) Address Type defaults to Domestic 27

29 Optional In care of field appears when Address Type is UWBox TIP For check delivery to UWBox enter box number only (with NO street address) 28

30 Enter, review and/or edit traveler information Enter additional details in Comments section Click Add Attachment to attach relevant E receipts not already added at item level 29

31 Click Submit to proceed 30

32 1. Review Errors (if any) 2. Click Prev to access and correct items with errors 31

33 If no errors, then review Alerts Click Submit to begin approval process OR Exit to save, delete, print, or continue with this ER TIP - Exit does not submit ER Exit allows you to save information entered up to this point 32

34 After submitting, choose Print 33

35 Choose Landscape format to print ER summary 34

36 Send this signature page to Non-UW travelers by , fax, or mail. TIP: By , click File, Send, Page by . After obtaining the signature, electronically attach to the ER if possible. This signature page may also be printed and sent to Travel (if it's not electronically attached to the ER) with original paper receipts only. 35